Minutes 11/13/2018 - Laserfiche WebLink

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November 13, 2018 Background:  The area surrounding the intersection of High and Shenandoah Streets was experiencing a rapid disintegration of sewer system pipes that was affecting the flow of wastewater generated from the adjacent properties.  Department of Utilities operational staff attempted to make prompt repairs to area facilities, but the rate of deterioration was more extensive and the condition of the sewers worse than initially anticipated.  Sewer service could only be provided on a temporary basis through the use of temporary pumps and bypass pipelines, and this arrangement required re-routed traffic and gas motor-driven pumps that were sources of noise and exhaust fumes.  Continued failure of this area of sewers presented a high risk of sanitary sewer overflows (SSOs) and resulting non-compliance with the Special Order by Consent with the Department of Environmental Quality (DEQ). Discussion:  The repair of these sewers and house laterals were originally intended to be part of a larger project associated with the repairs and replacement of the Churchland Bridge.  Due to the concern of imminent and extended failure of the sewers in this area, a decision was made to use the design documents already in place from the Churchland Bridge Replacement project for urgent replacement of the affected facilities. The firm of WSP prepared bid specifications and site plans for the bid process.  The original contract amount was for $685,110.70 and was awarded to Gaston Brothers Utilities. The contract was for the replacement of various sewer piping, manholes and appurtenances.  Five bids were received for this project; the next lowest bid was $844,232 and the highest bid was $1,748,590.  This crowded utility corridor area is adjacent to the Churchland Bridge and requires complicated traffic control for the duration of the project. Unforeseen conditions involving utility conflicts and relocation required more time and effort than known during the design period. As a result, it became necessary to replace an aged 8-inch water service main and associated water services that were located in an area that was inaccurately depicted on existing records.  As a result, change orders in the total amount of $244,476.57 (36% of the original contract price) are required for completion of the project.  Section 12-183 of the City Code requires that any change orders that will exceed 25% of a contract’s cost must be approved by City Council. Financial Impact:  The required change orders add a total of $244,476.57 to the original contract price for this project.  The final cost for this project would be $929,587.27 including all change orders. This results in a 36% increase to the contract price.  Funds appropriated for sewer facility repairs are available in the Public Utilities Capital Budget and will fund this additional expense. Recommended Action:  Adoption of the resolution. Next Steps Following Council Action:  Change orders will be issued.  The project will be completed to all design standards. Motion by Ms. Lucas-Burke, and seconded by Ms. Psimas, to adopt the following resolution, and was adopted by the following vote: “RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE CHANGE ORDERS TOTALING MORE THAN 25% OF THE CONSTRUCTION CONTRACT WITH GASTON BROTHERS UTILITIES, LLC FOR THE HIGH STREET SEWER RELOCATION PROJECT.